1. Communicating Electronically Business Communication, 15e Lehman and DuFrene Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Chapter 5

2. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Facilitates ___, convenient flow of __________ among users at various locations and time zones Increases ________ Reduces cost and ______waste Benefits of Email

3. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western No one in my company writes anymore. We just send emails. 1. That statement is true in most companies today. 2. Of course workers write. Email messages involve writing. 3. You can use email in business?

4. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Instant Messaging (“interactive email” or “chat”) Real-time, simple, communication among groups of people Instantaneous exchange of graphics and files Cost-effective medium for internal and external communication Informal medium with more attention on the message than on grammar/spelling Security and virus prone Computer access required Potential nonwork use on the job Danger of false identity and eavesdropping Disadvantages Advantages

5. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Guidelines for Preparing Email Messages Use standard ________ Provide a useful _______ line Limit the message to single _____ directed toward _________ needs ________ based on reader reaction Use ______, technical words, and shortened terms selectively Use graphic highlighting for better _________

6. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Elements of an Effective Subject Line Helps reader sort through a crowded mailbox Specifically describes content of message but does not give away bad news Will be meaningful in the future Is followed with a restatement of the subject in the message

7. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Netiquette Fundamentals Check email ________ Do not contribute to email ________ Use email for appropriate messages –Send _____, ______ messages –Do not send messages when you are ______ Beware of email _______ and _______ Develop email _____________ habits

8. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Email and the Law Assume responsibility for commitments made via email, as printouts serve as verification Abide by copyright laws (use of graphics, message forwarding...) Be familiar with laws that affect technology: — Electronic Communications Privacy Act — allows companies to monitor email usage for legitimate business purposes

9. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western E-vidence Mail: Avoid the Legal Dangers Do not write loose, rude, or informal messages Avoid casually deleting messages Identify and organize relevant messages for easy retrieval

10. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Types of Web Presences Intranet – Distributes information to employees at various locations – Requires password Extranet – Provides information and services to vendors, suppliers, and customers – Requires password Public Web (Internet) presence – Available to anyone, anytime

11. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Web Users... Skim, browse, and hop between ______ rather than read an entire _________ Scan from top to bottom and left to right beginning at the ___ ________ side of the main content area Can more easily scan items in _______ rather than ____ Refer infrequently to directions and are more likely to read _________ steps than notes, sidebars, and help files.

12. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Writing for the Web Be brief and keep it simple Consider appropriate jargon Use eye-catching headlines Break longer documents into small chunks Use attention-getting devices judiciously Avoid placing critical information in graphic form only

13. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Blogs for Business Are dynamic, with rapidly changing content Can be searchable for useful archives Most are publicly available Need current information for specific target audience

14. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Preparing Voice Mail Greetings Update greeting to reflect ________ Encourage callers to leave _______ messages Instruct callers on __________ messages or being __________ to operator Check your voice mail ________ and return messages within __ _____

15. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Leaving Voice Mail Messages Speak slowly and clearly Repeat your name and phone number at the beginning and end of message Spell your name if needed Leave a detailed message, making your purpose clear Keep your message brief, 60 seconds or less Ensure clear reception

16. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Making a Professional Impression with Voice Mail Review greetings and messages before saving Rerecord when necessary Script messages before recording to shorten time Stand, smile, and visualize receiver when recording

17. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Cell Phone Communication Observe wireless-free quiet zones Respect others in crowded places by using conversational tone and message discretion Place safety above phone usage while driving Choose a secure communication channel for sending confidential or sensitive information

18. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western Text Messaging Is used more for social communication than as a business tool Is often used as a superficial greeting, such as a nod or wave Requires even more conciseness than instant messaging Is more informal and abbreviated than email

19. Chapter 5 Business Communication, 15 th edition by Lehman and DuFrene  Copyright 2008 by Thomson/South-Western What is the purpose of the message? – Is the message straightforward and informative? – Is a permanent record needed? Is the information personal or confidential? Would an electronic message sacrifice positive human relations? Appropriate Use of Technology